Top 10 Tips for Promoting a Successful Event
Top 10 Tips on Promoting a Successful Event 1. LOCATION
Getting
the right location for an event is essential - choose the venue from
your delegate's perspective. If the event is free of charge, you need to
make it as convenient as possible to attend. Whilst the value of a paid
for event needs to be reflected in its venue. 2. PERSONALISE
All delegates want to be treated as
individuals and shown that your event will bring real value, so this
needs to be communicated to them. Define your audience by company type,
the job level and role, what they have purchased from you or other
demographic data. Apply this segmentation to your invitation data, which
means you can tailor your communications to each segment. |
 | 3. INCENTIVES
Offering a free gift for the 50 first
registrations can certainly generate a rush of early registrations.
However, unless your audience is carefully selected you could experience
a high drop out rate. Therefore, look for incentives to attend as
opposed to register. For paid for events, reward loyalty, so treat
returning customers as VIPs and offer discounts. 4. PRE-REGISTRATION
The registration process needs to be
quick and efficient - if the invitation came via email; adopt a single
click registration process with pre-filled forms. For direct mail, use a
unique delegate code so that forms can also be pre-filled on the web
site. |
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5. TRACK AND REFINE
A healthy number of quality
delegates are the lifeblood for all event organisers and you should be
able to track a response by each segment and each communication channel.
Detailed tracking ensures you can adopt different tactics early in the
process. As the event draws near, informed decisions on room size,
catering numbers etc. can also be made. 6. COMMUNICATE
Continue communication with
registered delegates to minimise drop-out rates and keep them up to date
with any changes in the agenda or logistics. Remind them of the key
details a few days before the event and give them clear directions for
each form of transport. |
7.
BADGES
Most
events have on-site registration. Sending out personalised name badges
with event details in advance serves as a useful reminder to all
delegates. Numerous badge customisation and branding possibilities exist
and different designs can be used to differentiate between types of
delegate at the event. 8. REGISTRATION
As a rule of thumb, assume that 50% of your delegates
will turn up without a badge. So plan fast track registation areas to
accomodate this. |  |
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9. FOLLOW-UP
Send a follow-up email thanking
delegates for attendance and directing them to further calls-to-action.
If the intention of the event was to generate leads for your sales force
make sure a lead qualification process is identified and that the
tracking and measurement continues after the event. 10. MEASUREMENT
Event
data can be used to feed into future planning, Report who you invited
and how and when they responded, who attended, who dropped out, which
sessions they attended, and any information gathered during follow-up.
This gives insight into attendance for future events. If you would like any further
advice or information on how we can help your event run more smoothly
contact us today. |
